Documents and scanning

ArkCloud Access does not hold documents of its own. Documents about a patient are filed in ArkCloud Rehab, on the patient's Documents tab. Each one is stored as an outside record: the original is kept exactly as received, checked for viruses, and listed by category. Anyone with a Rehab role can file a document.

ArkCloud Rehab → Records and revenue → Patients → a patient → Documents

1. Scan the pages with your scanner's own software and save them as one PDF (or a JPEG, PNG or TIFF image). ArkCloud does not connect to the scanner itself.
2. Open the patient's chart, choose the Documents tab and press Add a document.
3. Under Common documents, press the template that matches - Physician referral, Signed plan of care, Insurance card, Photo ID, Signed consent or Letter. It fills in the document type, a title and how it arrived (and "This clinic" as the sender for clinic paperwork). Everything stays editable.
4. Choose the file, check the title, and enter the organisation that sent it if the template did not.
5. Upload. The document appears under its category, and opens once the virus scan is clean.

If you do not know which patient a document belongs to, upload it from Overview → Outside records instead; it waits as Patient not confirmed until someone chooses the patient.

For paper in front of you, such as an insurance card, photo ID or a signed form, you can photograph it with a phone and file it straight to the chart, without saving it on the phone or emailing it to yourself.

1. On the patient's Documents tab press Capture with phone, choose the template (or the type, title and sender), and press Show QR code.
2. Scan the code with the phone's camera and press Start on the page it opens.
3. Press Take a photo for each page (up to 10). Remove any page to retake it, then press Send.
4. The computer shows Phone connected, then Filed to the chart, and the document appears under its category.

• One group per category - referrals and signed plans of care first, clinic paperwork such as insurance cards and consents further down. The first three groups are open; the rest are collapsed with a count.
• Each document shows its title, when it arrived, who sent it, the date on the document if one was entered, and its sign-offs. The title opens the record and, once its virus scan is clean, the original file.
• With more than six documents, a search box finds one by title, type or sender.
• Completed patient forms (intake, consents, the AI agreement) are listed at the end, marked when signed.

Use sign-off when a specific person should look at a document - for example a therapist checking that a returned plan of care is the one they sent, or a clinic manager checking a consent.

1. On the Documents tab, press Request sign-off under the document.
2. Choose the colleague (any active Rehab staff member in your clinic, including yourself) and press Ask to sign off. The document shows "Waiting for … to sign off", with who asked and when.
3. The colleague is not notified, so tell them. When they open that patient's Documents tab they see "N waiting for your sign-off", which opens their list of documents to sign off across all patients.
4. They open and read the document, then press Sign off as reviewed. The document shows "Signed off by … on …".

Every uploaded document is checked for viruses and other malware before anyone can open it. A file that is still being scanned, could not be scanned, or was flagged cannot be opened, and the Documents tab says which. Patient uploads in the portal are stricter: they are scanned before they are stored, and anything that does not scan clean is refused.

ArkCloud does not read the text of a scanned page. What a document says reaches the chart only through people:

• Front-desk staff may transcribe items they can see in the document - a diagnosis as written, a precaution, a medication - as proposals.
• A credentialed clinician accepts, edits, rejects or defers each proposal. Nothing reaches the chart without that decision.

Because every filed document is stored as an outside record, each one - including an insurance card, photo ID, consent or letter - is listed as awaiting clinical review under Outside records until someone reviews it. Front-desk staff do not verify diagnoses, precautions or treatment decisions; see outside records.

• File the card or ID image on the Documents tab with the Insurance card or Photo ID template. Nothing is read from the image: type the insurance details into the coverage on the patient's episode (billing setup) as well.
• A consent signed on paper is filed with Signed consent. Consents signed in ArkCloud are recorded by typed-name signature on Rehab or Access forms and appear under Completed patient forms - see intake and consent forms.